Last updated: August 2026
Kedron Wavell Snooker Inc. (ABN 27 340 749 812) is a private members’ snooker and billiards club based in Chermside, Queensland, Australia. This Privacy Policy explains how we collect, use, store and protect personal information when you visit www.kedronwavellsnooker.com.au, join our members’ area, or book a visit with us.
We’ve written this policy in plain language because we’d rather you actually read it. It reflects how we handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By using our website or members’ area, you agree to the collection and use of your information as described here. If anything is unclear, contact us at secretary@kedronwavellsnooker.com.au.
1. What Information We Collect
Contact and identity information. When you apply for membership, register for the members’ area, or contact us, we may collect your name, email address, phone number and postal address.
Identity verification and security information. As set out in our Membership Terms and Conditions, when you join the Club you provide a photo of a current driver’s licence or other photo ID, and a current portrait photo, via our online application form. Your photo ID is used only to verify your identity and is deleted as soon as your application has been processed. Your portrait photo is used in our facial recognition security camera system at the club and is viewable only by the Board of Directors. Because facial recognition involves biometric information, which is sensitive information under the Privacy Act, we only collect and use it with your consent, which you provide when you accept the Membership Terms and Conditions on joining.
Members’ area information. Our members’ area is a private online community. When you use it, we collect the information you choose to add, including your profile details and profile photo, posts and comments in activity feeds and groups, private messages between members, and photos you upload to galleries.
Booking and payment information. When you book a table through our members’ area, our booking system collects your name, contact details and booking details, including any visitor fees you pay during the booking process. Membership invoices paid by card online are also processed through our payment provider. Card payments are processed securely by Stripe. We never see or store your full card number.
Website interaction information. Like most websites, we automatically collect some technical data when you visit, including your IP address, browser type, pages visited and referral source, via cookies and analytics (see Section 6).
Photos at club events. Photos taken at club events and competitions may include images of members and visitors. We treat these as personal information and handle them as described in Section 4.
We only collect information we actually need to run the club and the website. Apart from the security information described above, we don’t collect sensitive information (such as health information) unless you provide it to us for a specific reason and consent to us holding it.
2. How We Collect Your Information
We collect personal information in three ways: directly from you (membership applications, registration forms, bookings, emails, phone calls and anything you post in the members’ area), automatically through our website (cookies and analytics, explained in Section 6), and through the third-party platforms that power our website (listed in Section 7).
We won’t collect your personal information without your knowledge, and we won’t use deceptive methods to do so.
3. How We Use Your Information
We use your information to: manage club membership and maintain our member register as required under the Associations Incorporation Act 1981 (Qld); verify your identity when you join; operate our facial recognition security camera system and door access at the club; run the members’ area, including your profile, groups, messages and galleries; process table bookings, visitor fees and membership invoices; communicate with you about your membership, bookings, club news and events; send you club news and updates by email (you can opt out of these at any time by replying or emailing us); keep the club and website secure; and understand how our website is used so we can improve it.
We won’t use your information for purposes you wouldn’t reasonably expect, we won’t send you marketing without your consent, and we will never sell your personal information to anyone.
4. Member Photos and Galleries
Our members’ area includes photo galleries, and we occasionally take photos at club events and competitions. Photos uploaded to the members’ area are visible only to logged-in members. If we’d like to use a photo that identifies you outside the members’ area (for example on our public website or social media), we’ll ask for your consent first. If a photo of you appears anywhere on our site and you’d like it removed, email us and we’ll take it down promptly.
5. Club Security Cameras and Facial Recognition
For the security of members and the club’s facilities, our premises use security cameras that include a facial recognition system. The portrait photo you provide when joining is used by this system to help identify authorised members. Footage and member photos connected to this system are viewable only by the Board of Directors and are used solely for security and access purposes, never for marketing. This is explained in the Membership Terms and Conditions you agree to when joining, and by providing your portrait photo with your application you consent to it being used for this purpose.
The entire system runs on-site at the club: footage and photos are stored on the camera system’s local hard drive and are never uploaded to the cloud. Camera footage is normally kept for the last 7 days and is then automatically overwritten. Portrait photos remain on the camera system for security purposes, including after a membership ends.
6. Cookies and Website Analytics
Google Analytics. We use Google Analytics to understand how visitors use our site, such as which pages are popular and how people find us. This data is aggregated and doesn’t identify you personally. You can opt out using Google’s opt-out browser add-on.
Functional cookies. Our website uses cookies that are necessary for it to work, including keeping you logged in to the members’ area and remembering your booking details while you complete a booking.
You can disable cookies in your browser settings, though parts of the site (particularly the members’ area login) may not work properly without them. We do not use cookies for cross-site tracking or third-party advertising.
7. Third-Party Services
Our website is built on platforms that process some personal information on our behalf:
- BuddyBoss — the platform that powers our members’ area (profiles, groups, messages and galleries). BuddyBoss Privacy Policy
- Amelia — our booking system for visitor bookings. Amelia Privacy Policy
- Stripe — our payment processor for visitor fees. Stripe handles your card details; we never store them. Stripe Privacy Policy
- Google Analytics — website analytics. Google Privacy Policy
- Google Workspace — our email and club administration platform. Club emails and newsletters are sent through it. Google Privacy Policy
- Brella Tech Pty Ltd — a Brisbane-based independent Australian hosting provider. Our website and its database are hosted on their servers located in Sydney, Australia.
Some of these providers store data on servers located overseas (for example, in the United States). Where that happens, we take reasonable steps to ensure the provider handles your information in a way consistent with Australian privacy standards.
Beyond these platforms, we only share personal information where it’s necessary to run the club, where the law requires it, or where you’ve given us consent. We never share your information with advertisers or data brokers.
8. How We Store and Protect Your Information
Storage. Your information is stored in our website’s database with our hosting provider and within the platforms listed above. Access to member information is limited to authorised club officials, protected by strong passwords and, where available, multi-factor authentication.
Retention. We keep membership records while you’re a member and as required by law afterwards. As an incorporated association, we’re required to maintain a register of members under the Associations Incorporation Act 1981 (Qld), and we keep financial records (including visitor fee transactions) for at least 7 years in line with Australian taxation law. Members’ area content you’ve posted is retained while your account is active; if your membership ends, you can ask us to delete your profile and content. The photo ID you provide with your membership application is deleted as soon as your application has been processed. Your portrait photo is retained on the club’s local security camera system as described in Section 5. Information we no longer need is securely deleted.
If there’s a data breach. If a data breach occurs that’s likely to result in serious harm, we’ll notify the affected individuals and the Office of the Australian Information Commissioner in line with the Notifiable Data Breaches scheme.
9. Accessing and Correcting Your Information
You can update most of your own information directly through your members’ area profile. You’re also welcome to ask us for a copy of any personal information we hold about you, or ask us to correct anything that’s inaccurate or out of date. Email secretary@kedronwavellsnooker.com.au and we’ll respond within 30 days. There’s no charge for these requests. In limited circumstances we may need to decline (for example, where providing access would unreasonably affect someone else’s privacy), and if so we’ll explain why in writing.
10. Complaints
If you’re concerned about how we’ve handled your personal information, please contact us first at secretary@kedronwavellsnooker.com.au or write to us at PO Box 353, Chermside South, QLD 4032. We take privacy complaints seriously and will respond within 30 days.
If you’re not satisfied with our response, you can escalate your complaint to the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au or 1300 363 992.
11. Changes to This Policy
We may update this policy from time to time to reflect changes in our practices or legal obligations. When we do, we’ll update the “Last updated” date at the top of this page. Continued use of our website after changes are posted means you accept the updated policy. We encourage you to review this page periodically.
Our website and members’ area are not intended for individuals under the age of 18.
Questions? Email us at secretary@kedronwavellsnooker.com.au.